Physician Support Specialist

Palliative Care Administrative Assistant

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location:

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype: Regular

Time Type: Full time

Scheduled Weekly Hours: 40

Department: Medicine M&D - Palliative Care

Work Shift: UR - Day (United States of America)

Range: UR URC 205 H

Compensation Range: $19.62 - $26.49

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities

With minimal direction from the Division Administrator and latitude for initiative and judgment, performs secretarial and administrative duties in support of the clinical operations; performs routine and non-routine functions associated with patient information processing for ambulatory care visits. Completes the tasks of reception, registration, appointment scheduling, eRecord task management, In Basket management and telephone encounter management. Responsible for accurate and timely input of data into eRecord. Will be responsible for all clinic preparation, including but not limited to, activities associated with provider templates, patient scheduling, coordinating patient care and the flow of patient information for the optimization of patient outcomes. Monitors and ensures all functions in the ambulatory setting are completed in an accurate, efficient, and customer friendly manner. Assists the Division Administrator and Outpatient Clinical Director operationally, working as a team with all providers and staff.

Essential Functions

• Serves as the point of contact for the Practice Manager, Outpatient Clinical Director, providers and nurses. Examining clinic schedules for opportunities to optimize time and effort to improve the patient experience and increase productivity. Anticipate the needs of providers and key stakeholders on a continual basis, gathering information and documentation for supportive patient care, scheduling and template optimization.
• Perform check-in & check-out functions during clinic time for all providers in Suite C. Greet patients, ensuring a positive ambulatory experience. This may include occasionally needing to remain late until check-out of the last appointment of the day. Responsible for the accurate and complete registration of all patients. Maintain watch over waiting room ensuring patients are comfortable and informed of wait times, notify providers of patient arrival, and when needed ushering patients to exam rooms in a timely fashion. Schedule follow-up clinic visits, optimizing provider schedules, process provider request (i.e. labs, scans, specialist referrals, etc.), patient scheduling for specialty clinics, follow-up on specialized documents (i.e. death certificates, MOLSTs, etc.).
• Research eRecord and other databases and/or files for information in support of advancing patient care as requested by providers, pharmacies, insurers and key stakeholders as permissible under regulatory policies for the completion of prior authorizations.
• Perform administrative and secretarial activities of the practice, including but not limited to, entering provider schedules, creating and maintaining files and templates, calendaring, maintaining on-call schedules, maintaining files, maintaining office and clinical equipment. Maintenance of outpatient operating procedure manuals and Palliative Care Access Guide. Attend ambulatory care meetings gathering and disbursing pertinent information, represent Palliative Care as the eRecord Super User.
• Using independent judgment, researches and responds to incoming phone calls, routing calls when appropriate and/or taking detailed messages for providers, outpatient clinical director and/or division administrator. Conducts follow up phone calls on behalf of the providers, administrator, and outpatient clinical director. Prioritize orders through eRecord work queues and clerical pool work queues. Including but not limited to performing tasks such as queuing medication refills, managing release of information requests and rescheduling patients.
• Other duties as assigned in support of the overarching goals of the Palliative Care mission.

Minimum Education & Experience

• High School Diploma required
• 1 year related work experience in an administrative office or customer service field; or an equivalent combination of education and experience required
• Medical terminology experience preferred

Knowledge, Skills and Abilities

• Demonstrated ability to word process documents and enter data into a database preferred.
• Demonstrated skills related to achievement of customer satisfaction preferred.
• Demonstrates the ICARE values to patient, families and staff preferred.
• Ability to act as a resource to less experienced staff preferred.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University's Mission to Learn, Discover, Heal, Create and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.